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2018-04-23 Meeting Minutes

Click here for a printable version of the April 23, 2018 Commissioner's Meeting Minutes.

April 23, 2018
The Board of County Commissioners of Creek County (BOCC) met in Regular Session on Monday, April 23, 2018 at 9:00 a.m., date and time duly posted.
Item #1: Meeting was called to order at 9:00 a.m. by Chairman, Leon Warner. Roll Call Warner present, Stephens present, and Whitehouse present.
Item #2: Statement of compliance with open meeting act-Chairman.
Item #3: Commissioner Warner led the Pledge of Allegiance and Newt Stephens Jr. led the Invocation.
Item #4: Motion was made by Stephens and seconded by Whitehouse to approve the meeting minutes of April 16, 2018. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #5: Motion was made by Whitehouse and seconded by Stephens to approve Blanket Purchase Orders #5705 - 5733; Purchase Orders #2017-2018 ASSESSORS REV FEE ACCT 13, OKLA EMPLOYMENT SEC COMM, 16.11, UNEMPLOYMENT TAXES; CASH VOUCHER: 519, OTA PIKEPASS CENTER, 3.60, Tolls; 520, AT & T, 26.26, SERVICE; 521, FUELMAN/FLEETCOR TECHNOLGIES, 65.70, FUEL; 522, CHARLEY S SOUTHSIDE LOCKSMITH, 587.45, Labor & Equipment; 523, OKLA EMPLOYMENT SEC COMM, 176.85, UNEMPLOYMENT TAXES; 524, Thatcher Construction LLC, 12.00, TAX CORRECTION; 525, Sonic Resturants Inc, 1076.00, TAX CORRECTION;CO BRIDGE & ROAD IMPROV FUND: 40, Greenhill Materials, 1573.51, ASPHALT; 41, Greenhill Materials, 993.42, ASP HAL T;CO JAIL MAINTENANCE: 582, OKLA EMPLOYMENT SEC COMM, 2351.68, UNEMPLOYMENT TAXES; 583, FIRETROL, 258.75, Maintenance; 584, GRAINGER, 54.50, PARTS; 585, Morpho Trak, 1280.00, Labor & Equipment; 586, COOKS CORRECTIONAL, 838.14, PARTS & SUPPLIES; 587, ADVANCED COPIER SYSTEMS LLC, 193.75, Supplies; 588, FIRETROL, 234.00, SERVICE; 589, TIGER CORRECTIONAL, 6252.28, MEALS; 590, WATER QUALITY CONTROL INC, 300.00, SERVICE; CO TREASURER MTG TAX: 82, OKLA EMPLOYMENT SEC COMM, 82.83, UNEMPLOYMENT TAXES; COURT CLERK REV FUND: 165, OKLA EMPLOYMENT SEC COMM, 104.11, UNEMPLOYMENT TAXES; E-911 PHASE II: 149, OKLA EMPLOYMENT SEC COMM, 143.84, UNEMPLOYMENT TAXES;GENERAL: 2443, THOMSON-WEST, 584 00, Law Books & Services; 2444, CROWN AUTO WORLD BRISTOW, 610.00, Car; 2445, Evident, 255.75, Supplies; 2446, J & A CASTROL LUBE EXPRESS, 173.46, OIL CHANGES; 2447, STALKER RADAR, 282.00, EQUIPMENT; 2448, I CARE AUTO GLASS & PARTS, 1933.30, Repairs; 2449, I CARE AUTO GLASS & PARTS, 247.07, Repairs; 2450, BRISTOW TIRE & AUTO SERV INC, 459.08, TIRES; 2451, CROWN AUTO WORLD BRISTOW, 93750.00, Car; 2452, GREEN HILL FUNERAL HOME, 185.00, CREMATION; 2453, GREEN HILL FUNERAL HOME, 425.00, OPEN/CLOSE GRAVE; 2454, Locke Supply, 44.91, Supplies & Materials; 2455, Mullin Plumbing, 1137.95, MATERIALS; 2456, SUNSET CHEMICAL COMPANY, 200.00, CHEMICALS/SUPPLIES; 2457, PRO TECH ROOFING INC, 250.00, Repairs; 2458, Rain Tech, 300.00, Repairs; 2459, CDW GOVERNMENT INC, 309.37, Supplies; 2460, SAPULPA DAILY HERALD, 369.90, BOCC MINUTES; 2461, SCOVIL & SIDES HOWE CO, 535.00, Repairs; 2462, C & C HOME IMPROVEMENT, 400.00, LABOR; 2463, CITY OF SAPULPA, 1503.48, Utilities; 2464, EAST CENTRAL ELECTRIC COOP, 389,00, Utilities; 2465, EAST CENTRAL ELECTRIC COOP, 451.00, Utilities; 2466, 0 NG, 565.42, Utilities; 2467, AT & T, 138.89, SERVICE; 2468, OKLA EMPLOYMENT SEC COMM, 6536.64, UNEMPLOYMENT TAXES; 2469, AT & T, 152.57, SERVICE; 2470, CAMPBELL INSTALL, 500.00, Installation; 2471, OFFICE DEPOT, 304.70, Supplies; HEALTH: 506, 0 N G, 173.91, Utilities; 507, AT & T, 60.72, SERVICE; 508, 0 G & E, 56.28, Utilities; 509, Jennifer Ortiz Convention Treasurer, 210.00, REGISTRATION; 510, GLAXOSMITHKLINE, 1674.00, VACCINATIONS; 511, USLCA, 102.00, REGISTRATION; 512, Merrifield Office Supplies, 481.06, Supplies; 513, PREFERRED BUSINESS SYSTEMS LLC, 330.76, Maintenance;HIGHWAY: 1391, OCCUPATIONAL HEALTH CENTERS, 54.00, DRUG TESTING; 1392, OTA PIKEPASS CENTER, 81.21, PIKE PASS FEE; 1393, AT & T, 70.87, SERVICE; 1394, TOTALSIR, 30.00, TESTING; 1395, OKLA EMPLOYMENT SEC COMM, 1847.36, UNEMPLOYMENT TAXES; 1396, OK NOTARY DISCOUNT ASSOC CO, 74.95, NOTARY BOND; 1397, OKLA EMPLOYMENT SEC COMM, 112.94, UNEMPLOYMENT TAXES; 1398, OKLA EMPLOYMENT SEC COMM, 1720.48, UNEMPLOYMENT TAXES; 1399, AT & T, 25.68, SERVICE; 1400, OK NOTARY DISCOUNT ASSOC CO, 74.95, NOTARY BOND; 1401, H & E EQUIPMENT SERVICE, 611.63, RENTAL; 1402, Okla State University, 50.00, REGISTRATION; 1403, AT & T, 335.99, SERVICE; 1404, OKLA EMPLOYMENT SEC COMM, 756.74, UNEMPLOYMENT TAXES; 1405, TULSA CLEANING SYSTEMS, 86.87, PARTS; 1406, OKLA DEPT OF AGRICULTURE, 50.00, TESTING;HIGHWAY TAX: 513, SIGNALTEK INC, 30.00, Maintenance; 514, AMERICAN LOGO & SIGN, 1846.03, SIGNS; 515, B & M OIL CO, 16793.99, FUEL; 516, ASPHALT & FUEL SUPPLY, 2935.30, OIL; 517, B & M OIL CO, 1422.90, OIL; 518, GREEN GUARD FIRST AID & SAFETY, 137.64, First Aid Supplies; 519, OTA PIKEPASS CENTER, 17.25, PIKE PASS FEE; 520, 0 G & E, 462.21, Utilities; 521, OCCUPATIONAL HEALTH CENTERS, 108.00, DRUG SCREENING; 522, Greenhill Materials, 492.00, ASPHALT; 523, ETHRIDGE OIL, 14707.71, FUEL; JUVENILE JUSTICE CENTER: 544, OKLA EMPLOYMENT SEC COMM, 1259.51, UNEMPLOYMENT TAXES; 545, SHI, 3465.98, LICENSE FEES; 546, RED BUD AIR FILTERS, 385.50, Supplies; 547, COX COMMUNICATIONS, 1561.70, SERVICE; 548, FIRETROL, 32.00, PARTS; 549, FIRETROL, 1365.00, INSPECTION;PAYROLL FUND - COURT CLERK: 171, OKLA EMPLOYMENT SEC COMM, 489.50, UNEMPLOYMENT TAXES;PLANNING & URBAN DEVELOPMENT: 35, Oklahoma City University, 199.00, REGISTRATION; 36, MURRAY, WENDY R., 117.92, TRAVEL;SHERIFF BOARD OF PRISONERS 291, J & A CASTROL LUBE EXPRESS, 225.75, OIL CHANGES; 292, TIGER CORRECTIONAL, 6330.64, FOOD; 293, CITY OF SAPULPA, 3449.13, Utilities; 294, TIGER CORRECTIONAL, 6513.37, FOOD; 295, ESW CORRECTIONAL HEALTHCARE, 26991 .40, Medical; 296, 0 G & E, 3463.14, Utilities; 297, 0 NG, 229.13, Utilities;SHERIFF SERVICE FEES: 537, OKLA EMPLOYMENT SEC COMM, 680.35, UNEMPLOYMENT TAXES; WR 911:55,A T&T,2235.96,SERVICE. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #6: DISCUSSION of new business. (In accordance with the Open Meetings Act, Title 25 O.S. § 311(A) (9), new business is defined as any matter not known about or which could not have been reasonably foreseen within 24 hours of this meeting.) #1: Stephens stated he received a phone call Friday night around 8 p.m. from the jail stating the compressor went out of the refrigerator and the estimate was going to be $7,500.00. We had about $12,000.00 worth of food, so I called Max Cook and he approved emergency. We went ahead and fixed it, I don't think a PO has been cut and will probably have that today. Bret Bowling, Sheriff stated he hasn't seen the final bill they just got it up and running Sunday. Stephens asked Andrew Goforth, Assistant District Attorney what do we do next. Goforth stated that the PO has to go through within 10 days of emergency. So, if we get it done today we will be within the 10 days. There is nothing else that needs to be done after the notification has been made. Jana Thomas, Purchasing Agent stated she thought there was a PO that was encumbered Friday. Thomas checked and came back stating that the final invoice had been brought ov􀅱r with the encumbered PO this morning totaling $10,000.00 There was discussion of what the charges were and Stephens stated that the PO was above his $7,500.00 signing authority and would have to be a Special Meeting for the Trust to approve, unless Bowling wanted to pay out of the jail funds. Bowling did not state he would pay out of cash funds.
Item #7: DISCUSSION ONLY/ NO ACTION to consider restructure of Creek County Planning and Zoning pursuant to 19 O.S. § 865.51 - 865.69. Andrew Goforth, Assistant District Attorney spoke to the Board about how can the County go about restructuring the Planning and Zoning to get the City of Sapulpa out. This is so the County would have their own planning and zoning code, instead of the Metropolitan Code currently. If the Board choose to go forward this would go out to the vote of the people. Today we are just have a preliminary discussion with the Board to then go out to discuss with other boards and get their opinions. Stephens stated he and Wendy Murray, Planner have been working on this for over a year. We have just outgrown our current way. We have looked into this and no other county is currently doing this, so we would be the first. The current regulations and statute state that the board would only seat people with outside city limit addresses. Each town would appoint a Representative and the Board would consist of 12 members. Warner asked does the size of the County determine the size of the Board? Goforth stated that there would be 4 members appointed by the BOCC one member being the Chairman and then each town would have one appointed by mayor, if they meet the required population. Goforth stated the member would be from a unincorporated town and live outside the city limits so they would have a voice for their towns growth. Warner asked how many cities meet that requirement. Gcforth stated 8 or 9. This could change with the census as well. Stephens stated he has discussed with the City of Sapulpa and they agree we have outgrown the current way. Goforth stated we have been waiting to discuss this due to a current bill that dealt with the statute, but that bill failed. Janice DeRamus if the SMAPC would recommend for the unincorporated area. Warner stated we would have two boards. With the current Board we have members that are within the city limits sitting on it Goforth stated. This would result in the Municipal Planning having more authority and the Counties having less authority. Don Engle, Treasurer asked about the other communities what would they have. Goforth stated each town could have their own per Title 11 O.S. There was discussion about Oakhurst; Goforth stated that currently they are an unincorporated area, unless they are incorporated within Tulsa. Stephens questioned if he could go to meeting and discuss the change. Goforth stated that is something they would discuss. Goforth stated he will be attending the next couple of meeting to answer any questions that anyone may have and David Widdoes will be available as well to answer for the Cities side. The number of members was cited from 11 O.S. § 45.102 Stephens asked if a vote was required to send someone to discuss with Boards, Goforth stated no. 
Item #B: Motion was made by Warner and seconded by Whitehouse to sign Resolution#2018-50 changing the intersection of W. 81st Street South and Frankoma Road from a 2-way stop to a 4-way stop in District #2. Warner stated that with 813 t corridor now open we have created some traffic issues. This is the east end of 81"t there has been potential accidents reported. The west end has issues as well, but that will be with ODOT. Stephens asked if a traffic count had been done, Warner stated no but Frankoma is the most travel road in District #2. Warner stated they will be doing some traffic counts. Stephens also suggested adding stop a head signs. Warner stated they may lay rumbles down as well. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #9: Motion was made by Warner and seconded by Stephens to sign amended Schedules of Federal Awards to be submitted to the Oklahoma State Auditor's Office. Warner stated that they had found procedural changes and this would be correcting 2015,16 and 17. Don Engle, Treasurer stated that there was some money moved forward and should have been moved into different accounts along with classification changes. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #10: Motion was made by Stephens and seconded by Whitehouse to sign Transcript and Deed on property located in O.T. Oilton Lots 7 and a strip of land 100 x 150 between Blks 15 and J.6 on south side of 4th Street, and Lots 8,9,10 and 11 located at 213 W. 4th St. Oilton that was sold in Public Sale on April 16, 2018 . . Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #11: Motion was made by Warner and seconded by Whitehouse to approve Utility Permit from Oklahoma Natural Gas Company per County Spec's for natural gas pipeline by boring, size of line ¾", size to cross W. 78th St. s. approximately .04 miles E. & 1.52 miles N. of SH 364 & SH 66 Jct. further described as J.,635' E. & 1,682' N. of the S.E. corner of Section 12, T18N, RllE in District #2. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #12: Motion was made by Stephens and seconded by Whitehouse to sign Sa􀅳 and Fox Nation Juvenile Detention Center and Creek County Board of Commissioners in the amount of $21.11 per day per child. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #13: Presentation of certificates of Completion of Treasurer's Certification Course for Don Engle. Warner stated that Engle has completed Advanced I and Advanced II Treasurer's training. Item #14: Motion was made by Warner and seconded by Stephens to sign contract with Kerry Patton, C.P.A. , on preparing 2017-2018 financial statement, Estimate of Needs for 2018-2019 fiscal year and publication sheet in the amount of $7,300.00. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.
Item #15: DISCUSSION ONLY for request for Board support for county-wide purchasing training class. Jana Thomas, Purchasing Agent spoke to the Board about current purchasing issues the county is having. We need to look at everything from Title 19 to Title 61. Warner asked if this is just concerning preventative maintenance. Thomas stated no we need to look at the amount of money we are putting into different things and see if it would be better to jut replace them. We just need to get to a common ground, I am spending countless hours debating things and making Board discussions that I think the Board needs to be doing. Warner asked if OSU and the Auditor would support this class. Thomas stated they have in the past when we called to have a Title 61 class. Warner stated the Board would support a county wide purchasing class. Stephens stated that we just need the gray area cleared up and figure out which way we are going to go. This will probably end up with a procedure resolution to fix it. We are very limited in what we can do in Title 19, most of what we do is in Title 61. There was discussion on how many do we anticipate attending, Thomas stated around 45 people, I would recommend anyone that does purchasing from the receiving officer to the requisitioning officer to the Boards that are spending the funds need to attend. There was discussion with the tracking of warranties and who currently looks over that. Thomas brought a bid for HVAC Systems to the attention of the Board that was let in 2009 that the county chooses a 10 year warranty plan. This is why we need details, so we can find things like this. Now, let's talk about the Election Board they fall under this warranty. Thomas also discussed the roof on old Sheriff's building having a 25-30 year warranty. This information is what we need to find out who is going to keep track of. Jennifer Mortazavi stated this is something that we could track in Kellpro if the Board chooses to let us. Thomas stated she could save the information in the bid tab. Stephens stated that Roscoe probably tracked that stuff in the past, but is not sure if Paul has any information currently. Thomas stated this is something that we should discuss with the vendors as well. The Board asked Jana to contact OSU and Auditor's to set up a class and they would support it.
Item #16: Motion was made by Warner and seconded by Whitehouse to accept amendments to County Financial Statements from the State Auditor's Office for the years 2015, 2016 and 2017. Warner stated it is his understanding that this is correcting money being moved forward to the improper account. Don Engle stated that three employees have went over this with two of the auditor's. Stephens stated he is not comfortable approving this without an explanation of the balances and if they have been effected. Vote as follows: Warner - Aye, Stephens - No, Whitehouse - No.
Item #17: DISCUSSION ONLY/NO ACTION to consider public safety on county roads and state highways in Creek County.-Billy Davis. Bret Bowling, Sheriff stated he is not sure where Billy went, but he would like to say where the item #17, 18 and 19 steamed from. Bowling stated he spoke at a neighborhood watch area and these were somethings discussed. There was discussion of traffic concerns at 161st & HWY 48, trash being a huge problem in the County and why they don't see deputies out and about. Bowling stated he spoke to the turnover due to the rate of higher pay being offered at other agencies. They asked how we could help and I stated be involved and do your homework. I received a letter from Mr. Davis last year. There are areas that have these same concerns, we are hopeful that with the current class we are attending tomorrow we can get some solutions or some recommendations.
Item #18: DISCUSSION ONLY/NO ACTION on litter in Creek County.-Billy Davis.
Item #19: DISCUSSION ONLY/NO ACTION regarding Sheriff's Office Deputy pay and retirement. -Billy Davis. Public Comment: Stephens asked about the Retirement Bill. Bowling stated that it cannot be reintroduced until 2019. We have OSA and 30 new Sheriff's supporting it. There will be a push to for it and get the retirement over turned. There was discussion about litter crews going out and bagging trash through Keep Oklahoma Beautiful. Also, there was discussion of dumpsters being placed throughout the County, Stephens stated he had tried doing this a couple of years ago and Waste Management will not leave dumpsters unattended for dumping for fear of haz.ardous materials being dumped. Adjournment: Motion was made by Warner and seconded by Stephens at 1D: 46 to adjourn and meet again 4-3D-18. Vote as follows: Warner - Aye, Stephens - Aye, Whitehouse - Aye.